Reference Lab Users Guide
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Reference Lab Users Guide North Memorial Health Laboratory Services Philosophy Our laboratory values mutual respect, teamwork, positive attitudes, accountability, and open effective communication encouraging compassionate, remarkable care. Laboratory Accreditation The North Memorial Laboratory Services User’s Guide is a resource for facilities that use the Laboratory Services of North Memorial. In this guide you will find information you need. The User’s Guide is updated on a continuous basis. Our laboratory is CLIA certified through the accreditation process of the College of American Pathologists (CAP) and the American Association of Blood Banks (AABB): College of American Pathologists AABB CAP #:18040-01 AABB #: 006331 CLIA ID #: 24D0402379 *CLIA certification obtained through CAP and AABB accreditation 1 Table of contents North Memorial Health Accreditation . 1 Lab location and phone numbers . 3 Critical Values. .8-9 Specimen Guide Order of Draw. 10 Lab Test Change (January, 2017) . 11 Laboratory Collection Procedures . 12 Microbiology Procedures . 13-37 Urinalysis Collection & Transport . 38-42 Cytology. 43-52 Histology General Information . 53 Allergen Form . 54 Allergy Profile Form . 55 Automated Hematology . 56 Panel Cascades & Reflex Tests . 57 Clinical Laboratory Abbreviations . 58-63 2 Laboratory Location & Strategic Phone Numbers North Memorial Laboratory Services 3300 Oakdale Avenue North, Robbinsdale MN, 55422 Customer Service direct line 763-581-2940 After hours number 763-581-4070 Customer Service fax 763-581-2951 Pathology 763-581-4150 Histology 763-581-4173 Cytology 763-581-4153 Pathology/Histology/Cytology fax 763-581-4151 Billing 763-581-2958 Customer Service email [email protected] Laboratory Guidelines Confidential Testing Procedure If a patient requests their identity not be used for laboratory testing the following procedure must be followed: The clinic (you) are responsible for a cross reference log which would be the only means by which to identify the individual associated with the assigned identification code. Following is a sample log for “Care Free Clinic”: Care Free Clinic Confidential Lab Log (CFC) Assigned Patient/Employee Date Identification Code Name CFC0001 Tom Pre-employment 1-10-05 CFC0002 Jim Sticker 1-23-05 CFC0003 Jill Ill 2-14-05 CFC0004 You must prefix your assigned identification code with your Laboratory Services facility code: e.g. Care Free Clinic’s code is “CFC”. This is required to insure each client has a unique assigned identification code. Fill out North Memorial Laboratory Services Outreach Requisition form. Use your assigned identification code as the patient name, and all required billing patient name. If anyone calls for results they information. To keep lab testing need to use this assigned identification code. confidential, send this second requisition Billing should be “Bill Doctor”. If “Bill form for billing only in a sealed envelope Patient” is required we will need a second marked “Confidential” to the Laboratory requisition form filled out, with the actual Billing Specialist. All associated specimen samples should be labeled with the assigned identification code, date, time collected, and source of sample if not blood. All testing will be performed using the assigned You are responsible to report any reportable identification code as the patient name. diseases to the Minnesota Dept. of Health. You will receive reports as usual but you need Help available by calling Laboratory Services to use your cross-reference log to determine Customer Service: 763-581-2940 who on your staff should review the results. 3 Billing Procedures Types of Billing Specimen collection date There are two distinct ways for which the Responsible party, if other than patient outreach tests are billed: Billing the ordering Insurance company client (Doctor Bill) or Billing the patient or their Guarantor’s (insured) group number and insurance (Direct Bill). Billing the ordering client policy number is just that you order the test and we bill you. Proper ICD-9 diagnosis codes Direct Billing is billing the patient or a third party payor, directly for testing services Please advise your patients that when we submit rendered. a claim to their insurance, they will receive a bill for Laboratory Services from North Memorial. Client Billing Each month you will receive an itemized Medicare/Medicaid invoice/statement that will indicate the date of In addition to the above information (3rd Party), service, patient name, CPT code, test name, and please include the Medicare or Medicaid test charge. Please include the following number. Federal regulations require that we bill necessary billing information: directly for Medicare & Medicaid and accept Patient’s full name (legal name, not assignment of benefits. nicknames) Patient’s address Medical Necessity Patient’s Phone Number The HHS Office of Inspector General (OIG) Patient’s Social Security number recognizes that physicians or other authorized Patient’s gender individuals must be able to order any test(s) they Patient’s date of birth believe are appropriate for the treatment of their Referring physician patients. However, Medicare will only pay for Specimen collection date tests that meet Medicare coverage criteria and are reasonable and necessary to treat or diagnose Patient or Third Party an individual patient. Coverage criteria are If you elect to have North Memorial Laboratory described in national and local coverage policies. Services bill your patients directly please include Quarterly updated Medicare national coverage the following required billing information: policies for laboratory tests may be found at Patient’s full name (legal name, no www.cms.hhs.gov/coverage/labindexlist.asp. nicknames) Patient’s full address When the laboratory receives a request on a Medicare patient for any test listed in the 23 Patient’s phone number National Coverage Decisions (NCD) or 2 Local Patient’s social Security number Coverage Determinations (LCD) that is not Patient’s gender accompanied by an appropriate ICD-9 code Patient’s date of birth documenting medical necessity, the cost of this Referring physician test will be billed back to the client. General Testing Test Turn Around Time Repeated Testing The Users Guide Test Menu lists the expected If there are questions about the validity of a turnaround times. Repeated tests take additional result with respect to clinical findings, the time. laboratory will repeat the assay at no additional charge. 4 “Add On” Testing Cascade (reflex) or Confirmatory Testing Provided there is sufficient specimen volume and The following test panels will automatically the specimen meets the additional test stability reflex to the next level of testing. If you do not requirements, additional testing can be ordered choose to have reflex or confirmatory tests on a previously submitted sample within 5 days. performed please order the tests separately: Fax a completed Add-On request form to 763- ANA Cascade (7052) 581-4101. Written verification from the clinic Hepatitis (5420) physician who originally referred the PSA Cascade (7662) specimen(s) is required to authorize add-on tests. Thyroid Cascade (7178) Changes in Methodologies Urinalysis Cascade (3295) As scientific advances occur, North Memorial Laboratory Services may deem it necessary to add or change test methodologies or components. Clients will be informed of any changes through the Lab LINK or special mailings. Specimen Collection and Preparation Laboratory test results are dependent on the Serum Specimens quality of the specimen submitted. It is Draw a sufficient amount of blood to yield the important that all specimens and request slips be necessary serum volume. (Caution: Avoid properly labeled. If there is any doubt or hemolysis.) Allow blood to clot at room question regarding the type of specimen that temperature. See specimen requirements in the should be collected, it is imperative to call for Test Menu. If separation from cells is required clarification. Please call: separate serum from cells by centrifugation (10 Laboratory Client Services: 763-581-2940 or minutes) within 20-30 minutes. Laboratory Pathology Services: 763-581-4150. Whole Blood Specimens Blood Collection Draw sufficient blood with the indicated Most tests are performed on anti-coagulated anticoagulant. Gently mix the blood collection whole blood, plasma, or serum. See the Test tube by inverting 6-10 times immediately after Menu for specific requirements and handling collection. See specimen requirements for whole instructions. blood samples that may need to be placed in ice. Fasting Specimens Specimen Labeling An overnight fast (water permitted) is required All specimen tubes must be labeled with for many chemistry tests. Lipid (Chol, Trig, patient’s first and last name, as well as a second HDL, LDL) studies require a 9-12 hour fast identifier, i.e. date of birth or social security (water permitted); no alcohol should be ingested number. Include collection date and time, for at least 24 hours prior to specimen collection. collector’s initials and the source of the specimen when applicable. Plasma Specimens Draw a sufficient amount of blood with the It is critical that all labels be placed lengthwise indicated anticoagulant to yield the necessary on the tube straight up and down. They must not plasma volume. Gently mix the blood collection extend over the end of the tube. tube by inverting 6-10 times immediately after collection. See specimen requirements